WLUSA/OSSTF Annual Performance Review ProcessHuman Resources & WLUSA| 2015

Key question: “Do you know what is expected of you at work?”

Provide positive reinforcement and recognition to employees

Provide the opportunity for the employee to discuss improvement areas, goals, objectives, developmental needs and action plans

Provide the opportunity for the employee to discuss concerns about their role and ideas on how to overcome these issues

To ensure expectations are clear and tools for training are provided

WHY ARE PERFORMANCE REVIEWS IMPORTANT?

Outlined in Article 22 of the Collective Agreement:

22.1.2 Annually, the Member and their manager(s) will meet to discuss and support the Member’s career development, and review the Member’s progress and performance using the Annual Performance Review for WLUSA / OSSTF Staff Form. The manager will provide written comments and sign the form.

WHAT IS THE PROCESS?

LET’S BREAKDOWN THE FORM…

1ST SECTION – JOB SPECIFIC DUTIES & SKILLS

Additional job specific duties and skills should be added as required and any that do not apply should commented N/A.

Rating Comments

Manager Employee

Quality of Work NI□ ME□ EE□

Quantity of Work NI□ ME□ EE□

Written Communication Skills NI□ ME□ EE□

WHAT IS THE PROCESS?

LET’S BREAKDOWN THE FORM…

2ND SECTION – EMPLOYEE SUCCESS FACTORS

WHAT IS THE PROCESS?

Rating CommentsManager Employee

Collaborates to Promote Team & Organizational SuccessExamples include but are not limited to: Solicits and values others’

opinions Seeks opportunities to

integrate ideas and share resources across the organization

Seeks to understand and incorporate the perspectives of others.

EE □ME □NI □

LET’S BREAKDOWN THE FORM…

3RD SECTION - EMPLOYEE DEVELOPMENT ACTION PLAN

WHAT IS THE PROCESS?

To be completed with employee. Additional opportunities can be added as required.

Development Opportunity

Resources Required Timelines/Review Date

1.

2.

LET’S BREAKDOWN THE FORM…

4TH SECTION – OVERALL PERFORMANCE RATING

WHAT IS THE PROCESS?

Please select the appropriate level based on overall evaluation.

Rating Description

□ Exceeds Expectations

Performance that has met and exceeded the established standards and expectations of the position, including demonstration of behaviours/interactions that align with the Employee Success Factors.

□ Meets Expectations

Performance that has met the established standards and expectations of the position, including demonstration of some behaviours/interactions that align with the Employee Success Factors.

□ Needs ImprovementPerformance results did not meet the established standards and expectations of the position. Improvement is needed to fully meet the expectations of the job.

LET’S BREAKDOWN THE FORM…

5TH SECTION – COURSES TAKEN/SKILLS DEVELOPED

WHAT IS THE PROCESS?

Courses Taken / Skills Developed Since last Performance Review To be completed by the employee. Items do not have to be directly linked to current position.

LET’S BREAKDOWN THE FORM…

6TH SECTION – COMMENTS

WHAT IS THE PROCESS?

In addition to general comments note any special conditions that may affect this evaluation (i.e. parental leave, LTD leave, etc.).

Employee’s Comments:

Manager’s Comments:

LET’S BREAKDOWN THE FORM…

7TH SECTION – SIGN OFF

WHAT IS THE PROCESS?

Sign Off

Employee Signature Date: Manager Signature Date:

Note: The employee’s signature indicates that this review has been read and discussed with the manager, but does not necessarily indicate agreement.

RESPONSIBILITY OVERVIEW

WHAT IS THE PROCESS?

Manager(s)*direct and dotted line

Staff

Step 1 Review and complete form Review completed form

Step 2 Schedule mtg with staff

Step 3 Discuss mgr comments and ratings. Jointly complete development action plan section

Step 4 Incorporate information from mtg into form and provide form to staff

Step 5 Review the form, comment, sign and return to mgr within 5 days

Step 6 Request a follow-up mtg (if necessary). Send form to HR for official personnel file

Receives copy of completed form

OTHER INFORMATION

22.1.3 A performance review which states that the Member’s performance Needs Improvement shall outline the reasons and specific recommendations for improvement.

22.1.4 A Member who receives a performance review with an overall rating of Needs Improvement shall be provided with another performance review completed three (3) months following this review

22.1.5 The results of the Annual Performance Review will not be subject to the grievance process. Members, who have concerns with the outcome of their review, may appeal the review through the Director, Employee and Labour Relations. The Member may request to have an Association representative during the appeal process.

WHAT IS THE PROCESS?

OTHER INFORMATION

• A Member who receives a performance review with an overall rating of Exceeds Expectations shall receive a merit certificate and will be part of the merit recognition program. A copy of the merit certificate shall be added to the Member`s official personnel file.

• Article 12.6.3 – Selection Process

The Hiring Manager may request from Human Resources to view any performance related material in the Member’s personnel file provided that all applicants selected for interviews have at least one probationary review or one Annual Performance Review document in their personnel file and that the most recent review is less than 18 months old.

WHAT IS THE PROCESS?

Gather & review your job description, past accomplishments and feedback received. This may include:

• Last year’s performance review• Collecting work samples and other data• Checking the completion of activities• Reviewing past performance discussion• Trial Period or Probationary Period reviews

Review career goals/progression and future contributions

Be open to the process, listen to the feedback provided and engage in the discussion

SO HOW DO I PREPARE FOR THE MEETING?

1. Focus on the content, not on the person.

2. Listen calmly and attentively.

3. Clarify the feedback.

4. Avoid defending or over explaining.

5. Welcome suggestions.

The discussion is intended to remove perceptions and identify the facts and data around performance

TIPS FOR SUCCESSFUL CONVERSATIONS

EMPLOYEE SUCCESS FACTORS:

UNDERSTANDING THE EMPLOYEE SUCCESS FACTORS

Date & Time Location

Wed, Dec 9 (1:00 – 4:00pm) Brantford

Tues, Feb 2 (9:00 am-12:00 pm) Waterloo

Tues, Mar 29 (1:00 -4:00 pm) Brantford

Tues, April 5 (9:00 am – 12:00 pm) Waterloo

Please visit the Training Website to Register

TIMELINES Timeline

Management Training on Facilitating WLUSA Annual Performance Review December 10th

WLUSA Joint Training with Staff to Understand WLUSA Annual Performance Review Process

December 7th & 17th

Manager completes the Performance Appraisal Form and conducts appraisal meeting with employee. This includes allowance for the employee, five (5) days, to review and add comments.

January 4th to February 19th

Manager submits completed form to Human Resources. Form to be placed in the employee’s file.

February 26th

QUESTIONS?